fort monroe

CLASSIFICATION

IN A

DELEGATION OF
CLASSIFICATION
AUTHORITY (DCA)
ENVIRONMENT

"A NEW APPROACH"

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RAINING OBJECTIVES

✓ Overview of DCA

✓ Overview of Classification Principles

✓ How to Write and Classify Job
Descriptions

->Traditional Tools
□ Automation Tools

✓ Overview of Regionalization

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BACKGROUND

Converging Initiatives

✓ Delegation of Classification Authority

✓ Regionalization

^Classification proponency to SECPOC
11/17/97

✓ Modernization

D Automation (PD Library COREDOC,
Automated Master File, PERMISS, CPOL)

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BACKGROUND

✓ Classification and Budget
Authority delegated at HQ
TRADOC in 1990 under Manage
Civilian to Budget (MCB)

✓ Delegated to Directors

✓ CPAC provided advisory
classification decision

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POLICY AND GUIDANCE
ON DELEGATION

OASA(M&RA) Guidance on DCA,
dated 17 Nov 97

✓ Rescinds Managing Civilians to
Budget (MCB)

✓ Delegate classification authority
through chain of command or to
CPOC

✓ No classifiers in CPAC

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' >

POLICY AND GUIDANCE
ON DELEGATION (DCA)

V /

TRADOC Policy

✓ Delegate to management

->No lower than directorate level or large
divisions

✓ Training mandatory

✓ Local procedures to resolve alignment
issues

✓ Accountability

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HQ TRADOC
PLEMENTATION PLAN

✓ Delegated through supervisory chain

->No lower than directorate or special staff
level

✓ HQ TRADOC Civilian Personnel Management
Policy memorandum, dated 26 May 97 still
valid

✓ Elevate classification disagreement or
precedent setting action to C/S

✓ Quarterly R&A to C/S

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HQ TRADOC

I MPLEMENTATION PLAN

• Mandatory Training Prior to
Delegation

✓General Officer

=*> Executive Briefing (30 minutes)
✓Director

□ Briefing on philosophy and demo
automation tools (2 hours)

✓Director or designee

□ In-depth classification training

(8 hours)

• T Dele^atlon°T ett er H is sued after

9

Commander

✓ Delegate and exercise classification
authority

✓ Implement accountability measures

✓ Take corrective action if authority is
abused

✓ Train managers and supervisors

✓ Meet teboF’-orgam ^Btions obligation s 1 o

Managers and Supervisors

✓ Attend required training

✓ Exercise authority consistent with
policy and regulations

✓ Contact CPOC for technical
information

✓ Use automation tools

✓ Document classification ratioij

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Staff Writers

✓Attend required training
✓Perform analysis for Manager exercising
consistent with policy and regulations
✓Contact CPAC on general procedures
✓Contact CPOC for technical information
✓Use automation tools

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CPAC Advisors (on-site) provide
guidance on:

✓ PD format

✓ Appropriate classification standards

✓ Use of automation tools

✓ Reorganization Planning

✓ Position Management

✓ Classification Appeal Procedures

13

SECPOC Classifiers (Ft Benning, GA):

✓ Advise on standards interpretation

✓ Provide classification advisories, as
requested

✓ Conduct position audits when
requested or needed (phone, e-
mail, FAX, TDY)

✓ Provide feedback to supervi^

classification disagrei

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CLASSIFICATION

PHILOSOPHY

✓Focus of decision-making is
Management

□Not CPAC or CPOC

✓Authority delegated through
management chain of command

✓Managers are responsible for
accuracy of JD, classification decision,
position management, and avoidance of
misassignments

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s Victories Bogin

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V

CLASSIFICATION

AUTHORITY

✓Delegated through management chain

✓Training required prior to delegation

✓Delegation is to a person NOT a
position

✓Delegate in writing

✓Delegation applies only to positions
under the supervisory control of the
manager

✓Delegafenmfeerm4e ated if manager

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V

CLASSIFICATION

AUTHORITY

✓Cannot be delegated to someone on
temporary assignment or detail

✓Managers may not classify their own
position

✓Classification of positions which will
impact the grade of the manager must
be approved at a level in the chain of
command whiphJ^J^gyopd the possible
impact

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WHAT IS POSITION
CLASSIFICATION?

Process of Planning,
Establishing, & Executing Job
Analysis and Job Evaluation
Programs IAW Laws, Rules,
Regulations, and Guides to
Ensure Equitable Pay Treatment
for Employees

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POSITION CLASSIFICATION

The process of determining:

✓ PAY PLAN - GS/WG

✓ TITLE

Accountant/Carpenter

✓ SERIES - 0510/4707

✓ GRADE -11/07

Consistent with prevailing laws?

20

LEGAL BASIS

✓ Title 5 United States Code, Chapter

51

D Provides for GS and FWS systems

□ Section 5104 provides definitions
for GS grade levels

tBd© BfdFtecd easl eRetatafioati o n
4 s

Describes classification
system

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hBiE^plaln<s>rp nle s for FWS

21

opm guidelines]

✓ Position Classification Standards for
GS jobs

✓Job Grading Standards for FWS jobs

✓ Classifier's Handbook

ificant Classification Decisions

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/ \

CLASSIFICATION RULES

✓ Evaluate the TOTAL Position

✓ Evaluate the POSITION -

NOT THE PERSON

✓ Evaluate Each Position on its Own
Merits

✓ Consider the Intent of the Standard

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r

)SITION CLASSIFICATION
OBJECTIVES

•ij

* ✓ Equal Pay for Substantially

jnT\ Equal Work

H )) ✓ Different Pay for Different

Sf Knowledge & Skill

|1 Requirements

✓ Reasonable Alignment with
Rates Paid by Industry

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t \

STANDARD OF ADEQUACY

✓Job Description is adequate if it
contains sufficient information for
classification purposes and
information necessary to recruit
qualified candidates

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/ \

MAJOR DUTY

✓ GS Positions

□ Occupies 25% or more of
employee's time and is different
series or grade work

OR

□ requires additional qualifications

✓ FWS Positions

0 Any duty that occupies the
TR^iEployae/oSstma^Bpi n a regular and 26

PERFORMS OTHER DUTIES
AS ASSIGNED

✓ Duties which do not meet the criteria
for a Major Duty

✓ Assignment of duties to an employee
is not limited to major duties

✓ Reasonably related to the employee's
position and qualifications.

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/ \

GRADE DETERMINATION

✓ GS Positions

□ Mixed Series - highest level work
25 %

□ Mixed Grade - highest level work
51 %

✓ FWS Positions

□ Highest level of regular and
recurring work governs the grade

regardless of the amount of time

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ACCOUNTABILITY

j

✓ Your decision to assign a grade
outside the normal alignment for
the organization could be a target
for class appeal/consistency review

✓ Erroneous decisions could set ^
precedents which, historicallyJW^e
caused agency directed mass >s ^
corrections

✓ Q»Uldg;t;t;LiH.,ui i ^ md i e controls bein g

. /°V /J

29

~ f >

MISASSIGNMENT

✓ Employee not assigned the major
duties in the JD

✓ Employee assigned major duties not
in the JD

✓ Temporary assignments become
permanent and not in the JD (over 30
days)

✓ Work may be at lower, higher, or
same grade as on the official JD

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HOW TO WRITE AND
CLASSIFY A JOB
DESCRIPTION

J

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TRADITIONAL TOOLS

V

J

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✓ Write duties in format of
grade -controlling standard

✓ Include percentage for each
major duty

✓ Include "Performs other
duties as assigned"

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POSITION CLASSIFICATION
STANDARDS

^ Series Definition

✓ Exclusions

✓ Occupational Informatioi

✓ Factors

✓ Titles

✓ Grade Level Criteria

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OB DESCRIPTION FORMAT
-NONSUPERVISORY-

NARRAHVE-GS

FES-GS

FWS

-Supervisory Controls -Major Duties -Major Duties

-Major Duties -Performs other -Performs other

-Performs other duties as assitjied duties as assicpied

duties as asstpied -Knowledge Required -Skills and

-Supervisory Controls Knowledge
-Guide lin es -Responsibility

-Conpledty -Physeal Effort

-Scope and Effect -Working Conditions

-Personal Contacts
-Purpose of Contacts
-Physical Demands
-Work Environment

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OB DESCRIPTION FORMAT
-SUPERVISORY-

GS

FWS

-Major Duties -Major Duties

-Performs other duties as assicpied -Nature of Supervisory 7

-Pro-am Scope & Effect ResponsitHlity

-Organizational Setting -Level of Work Supervised

-Supervisory & Managerial Authority -Scope of Work Operations
Exercised -Performs other

-Personal Contract duties as asacjied

-Difficulty of Typical Work Directed
-Other Conditions

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EVALUATION PROCESS

✓ Determine the Pay Plan

(e.g.., GS/WG/WL/WS)

✓ Determine Occupational
Series

✓ Compare Duties &
Responsibilities to
Appropriate Classification

g.t.wU.ar,qis) tg, d etermine

l

37

1. Organizational Location : Command, DCS,
Directorate, Division, Branch, Section,
Installation

2. Reference: List standards used to

determine

title, series, and grade of the position.

3. Grade Determination : Briefly describe how
you

applied the grading criteria to determine
the

grade of the position.

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A Fnrml PI • Tiflo Paw PI pm

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t \

AUTOMATION TOOLS

✓ PD Library (http://cpol.army.mil)

^Accurately classified Army job
descriptions

✓ COREDOC (http://www.cpms.osd.mil)

□ Automated job description and evaluation

✓ Civilian Personnel On line (CPOL)
(http://cpol.army.mil)

□ Classification Standards

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t \

AUTOMATION TOOLS

✓ PERMISS (http://cpol.army.mil)

^Publication of DA policies and guidance on
personnel

✓ Regionalization and Systems
Modernization (http://www.cpms.osd.mil)
D Click on Regional and Sys Modernization Div
0 Click on Personnel Process Improvements

0 Download COREDOC User Manual

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t \

WHAT IS PD LIBRARY?

✓A data base of JDs in current use
throughout

Army

✓Selected, reviewed and submitted by
CPACs

and CPOCs

✓Approved by MACOMs

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PD LIBRARY FEATURES

✓ Search by title, series, grade, JN,
installation,

MACOM and Region, key words or
phrases

✓JDs may be downloaded and edited

✓JDs electronically attached to a
PERSACTION SF 52

✓ DA guarantees classification accuracy (if
unedited)

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COREDOC

Automated personnel process which
produces a single document
containing:

✓ Position Description & Evaluation
Statement

✓ Recruitment criteria (KSAs)

✓ Performance Management Plan

✓ Training Requirements

✓ Designed to be used by Managers.

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— t \

COREDOC

✓ Now covers 112 occupational series

✓ Sixteen (16) additional series
identified for coverage

✓ Open System Version - Part of
Personnel Process Improvement
(PPI) automated suite

✓ Stand-alone Version - may be
downloaded from WWW

(h t.t.p ://www. cpm s . osd . m i 1 )

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COREDOC

f

✓ Unedited COREDOC is accurately
classified

✓ COREDOC with only minor changes
will be

considered accurately classified

✓ COREDOC with major edits/changes
to factors

will be reviewed by CPOC
Classification

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UTOMATED MASTER FILE

✓ Developed by SECPOC

✓ Electronic copy of current job
descriptions

✓ http://150.226.212.101/formslib
->Select the installation

□ File directories based on series
0 File name (grade +job number)

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OSITION CLASSIFICATIO
NAVIAGATOR

✓ Classification guide developed by
SECPOC

=*>. Automated tools

0 Reviewing and developing job descriptions

□ Classifying position

□ Processes and procedures

✓ http://www.cpol.army.mil

□ Click on Regional Homepage

□ Click on Southeast Region

□ Click on Navigator

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t \

REGIONALIZATION

Classification to SECPOC 11/17/97

✓ Standard Processing Goals

✓ Identified Classifiers to service Ft Monroe
✓Job Description Cover Sheet

✓ Documentation of Classification Rationale

✓ SF-52 for Classification Action

✓ Position Classification Navigator

✓ Automated Master Files

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SECPOC Classification Goals
✓Review existing job descriptions

□ 5 workdays

✓Review individualized job
descriptions

□ 30 workdays

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SECPOC Points of Contact

✓Virginia Miller - DSN 835-
->GS-13 to 15 positions
✓Mae Horsey - DSN 835-96
□ GS-1 to 12 positions

✓Doreen Calvo - DSN 835-9451

0 MEDCOM positions

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JD COVER SHEET

✓ Cover sheet allows for electronic transmission
and storage of new job descriptions

✓ Replaces DA 374 (job description form)

✓ Includes information relating to:
^Organization Location

0 Title, Series, and Grade of the position
0 Standard Citation
0 Typed name of DCA manager
□ Date classified by DCA manager

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t \

REVIEW ACTIONS

✓ PERSACTION - electronic SF-52

✓ Electronically attach and transmit

□ Revised job description
D Classification rationale

□ Background material

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